IU Catering Guidelines
Plan your event with confidence. Review timelines, billing, and service expectations to ensure a smooth catering experience with Indiana University Catering.
Deadlines and timelines
Booking
A minimum of two weeks’ notice is required for all catering orders. Custom menus may require additional planning time.
Last-minute orders
Orders placed fewer than five business days before the event are subject to availability and incur an expedited fee:
- $50 for in-house events
- $75 for off-premises events
Final menu and special meals
Menus must be finalized at least two weeks prior to your event. Special dietary needs—including vegetarian, vegan, gluten-free, kosher-style, and sugar-free meals—must be submitted no later than five business days before the event.
Final guarantee and entrée breakdown
Your final guest count (guarantee), including entrée selections, is due by 10 a.m. five business days prior to your event.
- The guarantee cannot be reduced after submission
- An entrée breakdown is required for plated meals
If a final guarantee is not received, the expected attendance listed on your order will be used as the guarantee.
Billing basis
Final charges are based on the greater of the guaranteed guest count or the actual number of guests served.
Guarantee submission schedule (by 10 a.m.)
| Event day | Deadline |
| Monday, Saturday, or Sunday | Monday prior to the event |
| Tuesday–Friday | One week prior to the event |
Fees, taxes, and billing
Service charge and taxes
All catering orders include:
- 20% service charge
- 7% Indiana state sales tax
- 1% Monroe County food and beverage tax
Tax exemption
To waive sales tax, a valid tax exemption certificate must be provided at the time of contract signing.
University accounts
University clients must provide:
- Department account number
- Hospitality code
A Banquet Event Order (BEO) will be issued outlining all event details. This document must be reviewed, confirmed, and approved to finalize services.
Non-university deposits
A deposit may be required for non-university clients:
- 20% due at contract signing
- 50% due 30 days prior to the event
- Remaining balance due five business days before the event
Billing statements
Invoices are issued monthly (typically on the 25th). Payment is expected within approximately 30 days.
Off-site rentals
Additional fees may apply for china, stemware, flatware, and other rental equipment for off-premises events.
Cancellations and regulations
Cancellations (3–5 business days’ notice)
Clients are responsible for up to 50% of the total anticipated revenue, plus labor and any expenses already incurred.
Cancellations (2 or fewer business days’ notice)
Clients are responsible for up to 100% of total revenue, labor, and all incurred costs.
All cancellations must be submitted in writing via email.
Responsibility for incurred costs
Clients are responsible for all commitments made on their behalf at the time of cancellation, including purchased goods, rentals, and scheduled labor.
Exclusivity policy
All food and beverages served at IU Catering events must be provided exclusively by IU Catering.
Carry-in and carry-out policy
For food safety reasons:
- Outside food and beverages are not permitted
- Food may not be removed from the event location
Indiana University Catering is not responsible for the safety or quality of any food once it leaves the service area.
Menu and service details
Market pricing and substitutions
Menu prices are subject to change based on market conditions and availability. IU Catering reserves the right to make substitutions of equal quality when necessary.
Service time
Menu pricing is based on 1.5 hours of service, unless otherwise specified.
Minimums
If your guest count falls below the published minimum, you will be charged for the minimum number of guests.
Buffet and bar service ratios
To maintain efficient service:
- One double-sided buffet line per 125 guests
- One bar per 100 guests
Bar setup fee
A $100 setup fee applies per bar.
Alcohol availability
Beer, wine, and spirits selections are subject to availability and may vary based on product sourcing.
Overage preparation
IU Catering prepares approximately 5% additional food beyond the guaranteed guest count.
Service is not guaranteed for guest counts exceeding this 5% buffer.
Platter exceptions
Some menu items priced by the platter may follow different quantity and service guidelines.
Quick facts
- Book catering at least 2 weeks in advance
- Final guest count due 5 business days prior (by 10 a.m.)
- Charges based on guarantee or actual served (whichever is greater)
- No outside food or carry-out allowed
- 20% service charge + applicable taxes apply
- 5% overage prepared; service not guaranteed beyond that